Finance Administrative Director

International Medical Corps is a global, humanitarian, nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs.

Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at highest risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.

SUMMARY OF RESPONSIBILITIES:

The Finance/Administrative Director is responsible for the administrative and fiscal management of the country office’ projects ensuring efficient use of International Medical Corps and donor’s funds/resources and program cost effectiveness.
These responsibilities include: administrative and financial management to ensure compliance with International Medical Corps and donor’ regulations and procedures; establishing finance and supporting function policies, systems and procedures, and directing or performing their development, documentation, and implementation.

This position shall monitor all administrative and financial activities, and keep the country office management and International Medical Corps Headquarters advised of all situations, which have the potential for a negative impact on internal controls and country office’ financial performance. As related to accounting or general controllership function, this position is responsible for maintaining all general accounting functions. This includes all transactions related to cash, receivables, fixed assets, trade payables, tax payments and accrued or prepaid expenses; and reports for the HQ Finance Department. The position has contact with all levels of management as well as headquarters staff, vendors, field staff and independent accountants and auditors.

SPECIFIC RESPONSIBILITIES:

I. General Accounting

a) Ensures country office compliance with International Medical Corps established financial policies and procedures.

b) As needed, develops customized finance policies and procedures of the country office with reference to International Medical Corps standard Overseas Field Office Finance Manual.

c) Suggests formats for financial reporting to financial statement users to better understand the contents of the reports for decision-making and strategic planning purposes.

d) Ensures the maintenance of accurate records of financial transactions of the country office (main and field offices) in order to monitor financial status of all project activities.

e) Manages the finance department of the country office to meet the financial reporting requirements of in-country management and International Medical Corps Headquarters. This function includes ensuring that all financial reports are submitted on or before the deadlines set and contain relevant information for all the users of the financial reports.

f) Directs the preparation of all financial reports for external purposes in respect to accounting, legal and contractual requirements.

g) Maintains International Medical Corps system of accounts ensuring all accounting data are updated, reconciled and fully supported.

h) Manages monthly net assets of the country office by ensuring that on a monthly basis, balance sheet accounts’ (cash, receivable, prepaid and payable accounts) reconciliations are completed on a timely manner and any unusual balances are clearly documented and reported to appropriate level of management.

i) Maintains updated information of local government requirements related to administrative and financial matters and ensures country office compliance with tax regulations and other legal requirements.

j) Ensures that allocation of management support costs is done using proper method of allocation.

k) Ensures all financial disbursements at each project site remain within budget allotments and pertain only to allowable costs.

l) Ensures that all procurement transactions are completed in accordance with International Medical Corps’ standard Procurement Procedures and specific donor requirements.

m) Liaises with headquarters Regional Finance Coordinator, Field Finance Controller and finance staff regarding all financial matters.

n) Performs site visits to provide financial control, field finance oversight and staff training.

o) Performs other duties as assigned. The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all inclusive.

II.) Cash and Banking

a) Supervises and monitors cash inflow and outflow. This responsibility includes ensuring that all cash transactions are supported by adequate documentations and authorizations, cash balances are monitored to ensure funds availability for program implementation while keeping cash balances in-country at minimum level to safeguard cash against theft and fraud especially on high-risk areas where the country office operates.

b) Supervises all country office bank relations, accounts with cash facilitators and bank account activities including negotiation of fees, interest and currency exchange rates.

c) In compliance with Field Office Finance Manual, establishes country policies regarding cash handling procedures including cash holding limits and cash safety procedures. This function includes ensuring that all field offices are strictly complying with the country office established cash safety and handling procedures.

d) Oversees the timely preparation, review and approval of all monthly cash and bank account reconciliations.

e) Ensures that physical cash counts are done in each field site on a regular basis and surprised cash counts are being done.

f) Establishes in-country policies on advance payments, credit terms, and use of bank payment instruments.

g) Designs, implements, and monitors systems, procedures and reporting necessary to maintain on current basis accurate forecasts of cash requirements for meeting future spending, including commitments entered into and which obligate International Medical Corps to future spending.

h) Supervises the preparation of Cash Transfer Requests for submission to Split Finance and ensures that appropriate balances are kept in-country to facilitate grant implementation.

i) Ensures the development and implementation of a plan to minimize the country’s foreign exchange exposure to currency gains and losses.

j) Supervises the collection of all contractual, employee receivables and other forms of receivables.

III.) Budgeting

a) Provides assistance to program staff and senior management team in the preparation and revision of grant proposals and budgets. This includes ensuring that all budget proposals are thoroughly reviewed and approved by International Medical Corps Headquarters’ before submission to the donors. Please note that all budget proposals (financial budget, budget narrative and program proposal) to be reviewed by International Medical Corps HQ shall be sent to HQ at least 5 days before the deadline for submission to the donor.

b) Ensures that all charges to donor grants are in compliance with donor requirements and International Medical Corps policy. This responsibility extends to thorough understanding and application of specific donor rules and regulations and compliance to donors grant administrative requirements.

c) Provides country office management and program staff with monthly program expenditure reports or “Program Pipeline Analysis” of all active donor grants. This function includes coordinating with country office senior management team and program staff as regards to future projections, including discussion of issues, which might have negative impact on the program’s completion

IV.) General Administration Function

a) Oversees the administration department of the country office.

b) Make recommendations for restructuring departments as necessary in order to improve information flow, services and to address workplace issues.

c) Initiates recruitment efforts after completing job description and securing funding

d) Participates in the selection of new staff. Including: interviewing, skill assessment, general information on working and living conditions, and security briefings.

e) Drafts, formalizes and implements a national staff policy. This includes liaising with local government to ensure compliance with national tax and labor regulations.

f) Ensure that HR/Administration paperwork is available on file and, as required, is duly submitted to HQ HR, Finance and Internal Audit departments. This includes staff contracts, payroll records, leave requests etc.

g) Ensure that staff timesheets are collected timely and available on file.

V. Country Office Representation

a) Attends relevant interagency, coordination and representational meetings as required.

b) Serves as country office in charge of International Medical Corps during the absence of the Country Director as country representative and for operations and programming issues.

VI. Supervisory and Staff Management

a) Prepares and updates job description of all in-country administrative and finance staff.

b) Establishes work standards and schedules and ensure their effective implementation in the department; assigns work to employees and trains employees in work procedures and methods; reviews employees’ work for adequacy and take steps to correct inadequate performance; approve employees’ work schedules and time reports.

c) Manage positions and personnel to make best use of employees; select employees and develop their capabilities; plan for succession of key personnel; counsel employees effectively; administer discipline; handle employee relations matters in accordance with International Medical Corps Human Resources policies, guidelines and procedures.

d) Instruction/training/coaching - Evaluates the knowledge and skill level of the staff to perform assigned duties. Determines if the employee requires close supervision and training in all or certain areas of their responsibilities or does the employee require minimal training and guidance. If the employee requires additional training, facilitate and/or coordinate the attendance of classes or seminars to increase the knowledge in weak areas.

e) Measures the accuracy, thoroughness, and neatness of work. Ensures that the staff is adhering to the policies and procedures set forth in the guidelines. In determining the quality of output, there is a need to consider the amount of work completed or the working speed and the extent to which the work is completed on schedule. Evaluates the ability to perform a competent job, the dependability, acceptance of responsibility, and the initiative of the employee must be considered when evaluating and supervising the employee.

f) Performance Appraisals - Evaluates the staff on their anniversary date or as scheduled. If warranted, recommend salary increase within the prescribed guidelines.

g) Discipline - The purpose of discipline is simple. It is to encourage employees to meet established standards of job performance and to behave sensibly and safely at work. Discipline is a form of training. The objective is to help wayward employees develop their own self-control so that they are not drawn over the line that separates acceptable from unacceptable behavior

h) Grievance - Make sure there is an atmosphere which induces employee grievances, combined with an attitude that invites employees to air their grievance and a cheerful readiness to deal with complaints justly and harmoniously, has an inestimable value in creating and maintaining good morale.

i) Follow up/follow through - A very important function in assigning work, or dealing with problems or concerns. Follow-up and follow through has several functions. First, follow up guides subordinates and lets them know that the supervisor is aware of their activities and is there to assist them. Follow through sets a good example and builds confidence in the supervisor. If the employees know that an issue will be followed up by the supervisor there is more belief and trust in the supervisor that their problems will be heard and taken care of.

j) Troubleshooting - Troubleshooting is very much associated with problem solving. The same basis rules apply. Identify problem; describe the problem; gather the facts; set an objective; determine problem causes; find solutions evaluate solutions and lastly develop an action plan to implement the recommended solutions.

SKILLS AND REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty with satisfactory results. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

I.) Education and/or Experience

a) Bachelor’s Degree from an accredited college with a major in Accounting with three to five (3-5) years of accounting experience in a non-profit setting, or equivalent experience, training and education. With a recognized professional certificate in accounting such as CPA, or a Master’s degree in Accounting, preferred.

b) Extensive experience in the administrative and financial management of overseas programs at the management level. Three years of experience required, of which 1 year should be of developing country experience or resource deprived environment.

c) With extensive experience in working with computerized accounting systems, standard spreadsheet and database programs. Experienced using ACCPAC software is preferred, but not required.

II.) Skills and Abilities

a) Must be comfortable in being a proactive member of the senior management team.

b) Must seek to identify and communicate potential problems and propose solutions to the level of management appropriate to effect solutions

c) Ability to read, analyze, and interpret technical procedures, or governmental regulations. Ability to write reports. Ability to effectively present information and respond to questions from managers.

d) Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

e) Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in the medical field and the resourcefulness and creativity essential to work with a wide range of program activities.

f) Develop ways to expedite the month end close process to meet deadlines.

g) Ability to anticipate upcoming accounting requirements and assist in the development of new reporting strategies as new projects and programs are developed.

h) Ability to adapt to conflicting deadlines and priorities established by finance demands.

i) Keep abreast of changing accounting practices while learning to use software to maximize efficiencies.

j) Ability to communicate financial information to supervisors, department managers, and upper management, and employees from other departments.

k) Understanding of health and development concepts in developing countries.

l) Outstanding organizational skills.

m) Excellent communication skills, both oral and written.

n) Excellent self-motivation skills.

o) Experience in effectively dealing with international and headquarters staff. The ability to deal with abroad spectrum of people.

p) Ability to exercise sound judgment and make decisions independently.

q) Excellent ability to handle multiple tasks and many administrative details in a fast paced and constantly changing environment.

r) Extremely flexible, and have the ability to cope with stressful situations and frustrations.

s) Creativity and the ability to work with limited resources.

t) Excellent decision making skills.

u) Must work independently under difficult conditions.

CONDITIONS

Physical Demands:

While performing the duties of this job, the employee is regularly required to stand; use hands to handle or feel objects, tools, or controls and talk or hear. The employee will be frequently required to walk, occasionally required to sit and reach with hands and arms.

The employee must regularly lift and/or move up to 30 pounds. Specific vision abilities required by this job include the ability to adjust focus.

Work environment:

The work environment in the field site office involves everyday risks or discomforts requiring normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or commercial vehicles, e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, etc. The work area is adequately lighted, heated, and ventilated.

The work environment in the field involves high risks with exposure to potentially dangerous situations or unusual environmental stress requiring a range of safety and other precautions e.g. under threat of physical attack or mob conditions, or similar situations in which conditions cannot be controlled.

HOW TO APPLY

To officially begin the application process, please visit our website and go to our “Careers” page. Find your desired position, click on the position title and complete the application at the bottom of the job description.

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